Handling public records requires great care. Public records are public property, but it doesn’t necessarily mean that all public records are subject to public disclosure. When sharing records with other agencies or authorized individuals, it’s important to use certain security protocols.
Different states, counties, and municipalities have different laws for how public records are handled, but for agencies that are allowed to share documents electronically, they shouldn’t be doing it through unsecured means.
Sharing documents electronically is faster and cheaper than postage, and it provides better service to constituents instead of forcing them to come to you for their record request.
Some common methods of transmitting documents electronically that aren’t secured include through email attachments or instant messaging platforms. These channels are convenient, but you’re forced to rely on third-party platforms with the security of public records.
To ensure that public records are kept between designated parties and not in danger of getting intercepted and leaked by malicious parties, you need to use a platform built with security in mind and allows you to control the environment that you share files with.
Instant, Secure File-Sharing
Rubex by eFileCabinet includes a secure, file-sharing feature that makes sharing documents with anyone as easy as right-clicking them. However, unlike email, eFileCabinet doesn’t send files directly to the recipient. Instead, a link is sent to the recipient’s inbox.
A strong, encrypted connection is made between the recipient and your eFileCabinet environment, whether if it’s on the cloud or your on-premise server. Bank-level encryption is employed to ensure files can only pass encrypted between the two computers. It’s 256-bit AES transferred over an SSL/TLS connection.
The recipient is brought to the interface as a guest user where they can directly download the file. You can set other security precautions such as only allowing them to view the file within the interface and not download it. You can also apply an expiration date to the file download, to ensure the link isn’t sitting in their inbox for too long.
Instant, Secure File-Requests
As with sending files, you can also receive files over a secure connection using the same environment. If you require a certain document from a constituent before fulfilling a request, you can send them a file request from the interface.
When you send a request, you specify where you want the file to be located – specifically the folder with all the necessary permissions and preferences you require. You send them a link that brings them to the interface where they can securely upload the requested file.
Cybersecurity needs to be a priority when it comes to handling public records in electronic form. Sensitive documents like a police report or government contract shouldn’t be handled the same way you’d share a simple conversation with a coworker or family member.
To learn more about securing your agency’s public communication, fill out the form below to view a free demo of Rubex by eFileCabinet.